What guest details must be captured during reservation?

Along with this preliminary data, a reservation record will usually be judged complete when it includes the following information: Guest's Profile Data. Guest's group/company affiliation. Arrival date and time and departure date.



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They should get the guests name, address, email address, telephone number, companyinformation (ifapplicable), number of people in party and ages, arrival date and time,departure date and time, reservationtype, if any special requirements are needed, and anyadditional information needed.

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Book A Room Form A simple form allows collecting customer name, email address, phone number, arrival date, number of nights to stay and the number of guests to book a room which is useful especially for hostels and small hotels.

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One of the main reasons to call and confirm your reservation is to ensure that your room will be available when you arrive. While it's uncommon, hotels can sometimes overbook their rooms, which could leave you without a place to stay.

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Your booking confirmation should include:
  1. Guest name(s)
  2. Booking date and time(s)
  3. Booking details.
  4. Location (especially if you have multiple)
  5. Timing, if early arrival is advised or required.
  6. Booking invoice.


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Address with the appropriate surname, if known. Request for the reservation details like guest last name, confirmation no., booking source etc. Request for the guest id card or passport. Request for the guest business card.

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Information can either be required or optional, and may include:
  • Guest name.
  • Contact information (phone and/or email)
  • Check in and check out dates (with times)
  • Number of guests.
  • Room type and other preferences.
  • Payment details and confirmation.


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What Types of Data Is Useful?
  • Contact Information. The most important data is the guest's contact information. ...
  • Demographics Information. Another great data source is the demographic information of the guest, such as their age, nationality, and gender. ...
  • Guest's Preferences. ...
  • Interests. ...
  • Feedback and Communications.


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Upon arrival at the desk, your staff should greet the guest and then proceed to verify the guest's reservation. From there, your staff should give a brief introduction to what your structure offers in terms of amenities or special service.

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In formulating the reservation request, the three most important factors are a) the expected date of arrival and departure b) the desired room type c) the number of rooms needed. Using this information the hotel staff can search the room availability file via the designated arrival date.

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Guest requests that are received at the Front desk can be broadly categorized as follows:
  • Requests for other departments.
  • Requests for Front Office.


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For example, providing a guest with information would be informing them of the hotel check-in time and other amenities. Communicating with a guest would involve having a conversation about their stay, addressing any questions or concerns they have, and giving them advice on places to visit in the area.

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